Business Communication: It's Types and Process

This presentation is based on the topic of business communication, prepared for the students of B.Com semester 1.

1. Business Communication

2. What is Communication? A two-way process of exchanging information, ideas, or opinions between two or more people to build understanding. Verbal or Non-verbal Can be done through writing, speaking, or using a medium that helps people understand

3. What is Business Communication? The process of sharing information between people within and outside of a company. Interaction between employees and management to reach organizational goals. Purpose: To improve organizational practices and reduce errors. It’s important to work on both your communication skills and communication

4. Importance Presenting options/new business ideas Making plans and proposals (business writing) Executing decisions Reaching agreements Sending and fulfilling orders Successful selling Effective meetings Providing feedback to employees and customers

5. Internal Upward Communication Internal Downward Communication Internal Lateral Communication External Communication Types of Communication Verbal Non-verbal Visual Written

6. Types of Communication Visual Verbal Non-verbal Written

7. Internal Upward Communication From lower levels of a hierarchy to the upper levels Ex., Performance reports, giving feedback to superiors about different aspects, and allowing employees to communicate their experiences and suggest improvements

8. Internal Downward Communication Getting and receiving instructions and assignments from higher to lower levels within the organization directives, memos, and policy announcements - It helps to prevent misunderstandings and operational errors.

9. Internal Lateral Communication/Horizontal Communication Between and among staff members at the same level Facilitating coordination and collaboration Ex., meetings, emails, and team briefings.

10. External Communication All communications between the organization and external parties, such as customers, vendors, and the public- includes marketing materials, press releases, and customer service communications. It impacts brand reputation and is essential for maintaining positive relationships outside the company. Part of a strategic communication plan that aims to reach external stakeholders through various channels, such as mass media, social media, and newsletters.

11. Which Business Communication Services Does My Business Need?

12. Process of Communication? A systematic series of actions or operations of a series of changes directed to some end Two or more persons participating through a medium that carries the information or message for a particular purpose that is mutually understood by both the sender and receiver.

13. 1. Sender The person who initiates the communication process is normally referred to as the sender. The originator of the idea. Can be an individual or a group or an individual representing a group. The sender selects ideas from his personal data bank, encodes and finally transmits them to the receiver. Also known as a source. The source in organisational communication is often the manager giving directions to employees.

14. Encoding The sender may prepare his message for transmission by converting it into a signal. The signal is composed of a systematic group of symbols. Each symbol has its own predetermined meaning and conventional usage and when taken as a whole the complete set of symbols is a type of code or language. If the sender uses defective or incorrect language, partial or total breakdown of communication is likely to occur. The receiver will be in a position to decode the message only if he is conversant with the symbols used by the sender.

15. Receiver A person who notices and attaches some meaning to a message. A person for whom the message is intended. If the sender and the receiver are operating on the same mental level, the receiver becomes more receptive. In such a case the decoding of the message is done in almost entirely the same terms as were intended by the sender. Exactly a reverse process to that of the encoding process. The receiver receives the message and translates the symbols, and messages into ideas, this process is called decoding. At the receiving end of the channel, decoding is the transformation of the received signal back into a message using an appropriate systematic code. Decoding

16. Message Information, written or spoken, which is to be sent from one person to another. Composed of symbols having a certain meaning to the receiver. A message is like a coin-two sides. There is the message as seen by the sender and The message as seen by the receiver. A message is any signal that triggers the response of a receiver. Could be verbal (written or spoken) or non-verbal (body language, silence, sounds etc.). The selection and interpretation of messages may differ dramatically because of differences in psychology and situation

17. Channel/Medium Any medium that couples or joins the source to the receiver. There are a number of channels at the communicator's disposal. The communicator is free to choose from among several channel types for a given situation. The entire process of encoding and decoding depends upon the proper selection of channels. The choice of channel or medium depends upon several factors. The choice of channel (written or oral ) or medium is influenced by the interrelationships between the sender and the receiver. Depends upon the urgency of the message being sent.

18. Feedback Receiver's response to the message. Verifies the message by telling the sender/ source whether the receiver received and understood the message. When the sender transmits a message, he expects a response- interested in knowing how his message has been received- can judge the extent of success of his communication on the basis of observation of Receiver's behaviour. This return information is called feedback. The receiver communicates his reaction back to the sender either through words, symbols or gestures. The reversal of the communication process where the receiver becomes the sender and the sender becomes the receiver. Feedback is a two-way communication.

19. References: Alagiya, Kavisha. “Process of Communication.” Blogger , https://kavishaalagiya.blogspot.com/2022/08/process-of-communication.html. Accessed 4 May 2024. Sehgal, M K and Vandana Khetarpal. Business Communication. New Delhi: Excel Books, 2006. Paperback. Singh, Nirmal. Business Communication Principles, Methods and Techniques. Delhi: Deep and Deep Publications pvt. ltd., 2006. Paperback. Sinha, K. K. (2000). Business Communication. Delhi, 2000. Paperback

20. Thank you